BEST PRACTICESCALENDAR AND TASKS

CSULB – COLLEGE OF LIBERAL ARTS

By Sheri HaleJuly 21, 2015

Overview - Calendar and Tasks

• Learning your department task cycle• Familiarizing yourself with important dates

and recurrent events• Establishing a pattern of consistency

Department Tasks

Department Tasks - Daily

Prioritize your day• Check email and phone

messages and correspond immediately.

• Establish a plan for your Work Study Student.

• Check with your Chair if he/she needs information to assist with their day.

Department Tasks - Weekly

Upkeep/Knowledge• Stock office supplies• Check office equipment• Note all meetings and

absences on calendar.

• Run reports: financial, enrollment

• Prepare a list of tasks or follow-up correspondence for the beginning of the next week.

Department Tasks - Monthly

Pcard Reports• Keep final receipts showing

paid amount together for the month.

• Log into USBank often to update chartfields.

Timesheets• Keep documentation of call-

outs, vacation and jury duty.• Double check time reported

with documentation.• Always print out an

Unapproved report of time reported to easily view and check for errors.

Main Menu- LB HR Custom Functionality- Payroll- Payroll Reports- Time Entry Audit - Salaried

Important Dates

Important Dates

To better assist students• Note on your calendar all

important dates from Enrollment Services (add/drop/withdrawal/University & Graduate Application deadlines).

To better assist facultyUpdate your calendar and send reminders to your faculty:• Syllabi deadline• First/Last day of instruction• Plagiarism Clause• Disable Student Services• Final Schedule• Textbook Submission

To better assist students

To complete expenditures

• Follow college expenditure deadline.

RecurringEvents

Recurring Events

Beginning of the semester• Work with Chair and College

for academic scheduling to meet department FTES.

• Schedule office space for lecturers.

• Gather all office hours of all faculty and post.

• Submission of Faculty Request for Assigned Time and Work Accomplish forms.

End of semester• Reiterate final schedule to

faculty and post for students.• Prepare faculty for the

distribution and deadlines for evaluations.

• Send out reminder of grade submission deadline to faculty.

• Send reminder out for Assigned Time Work Accomplish report and signatures.

RECURRING EVENTS:

Commencement

• Note your college and department date and start to prepare 2 months in advance.

• Make a list of all faculty who will participate in commencement

• Reserve rooms• Order ribbons, catering• Gather names for

award winners and prepare all certificates and/or plaques.

• Office coverage!

ALWAYS HAVE AT YOUR FINGERTIPS

Items to always have at your fingertips to better assist students and faculty:

Add/Drop/Withdrawal dates/Graduate ApplicationOffice HoursFinal ScheduleCommencement Date/Time/Location/Other InformationFollowing semester schedulesStep by step instructions of how to do online requests (Print Shop, FM, Parking Passes)Frequent phone numbers

All other tasks

• RTP/ETF• Hiring• Curriculum• Scholarships• Advisory

Time Spent

Cycl

ical

Cyc

les

Get Familiar

Achieve Mastery

Working Toward Mastery

Get Experience

d

Doing Your Best Work

• Asking Questions• Double-Checking Work• Always keep a sample or

list of commonly used information (dates, phone numbers, step-by-step instructions, etc.)

CLA Mentors

Contact informationJulie Ortiz Julie.Ortiz@csulb.edu Ext. 5-7802

Cherie Dougan Cherie.Dougan@csulb.edu Ext. 5-8127

Lisa Behrendt Lisa.Behrendt@csulb.edu Ext. 5-4223

Sheri Hale Sheri.Hale@csulb.edu Ext. 5-5003

Summary

• Learn your department task cycle– Daily, Weekly and Monthly

• Familiarize recurring patterns and document dates.– Mastery is not achieved overnight

• Keep on top of your deadlines– Mentorship is here, please ask for assistance.

QUESTIONS?

Resources – Important Dates/Information• Enrollment Services – Important Dates http

://www.csulb.edu/depts/enrollment/dates/

• CSULB Housing – Important Dateshttp://www.csulb.edu/divisions/students/housing/calendar.htm

• Cheating and Plagiarism Policy http://www.csulb.edu/divisions/aa/research/compliance/conduct/cheating/

• Instructional Resources - CLA http://web.csulb.edu/colleges/cla/policies_and_procedures/academics.html

• CLA Resources http://www.cla.csulb.edu/resources/